Executive Asst to Police Chief

JOB
This is a journey level secretarial and administrative support position requiring previous secretarial experience for management level personnel. An Executive Assistant role is complex and deals with a diversity of administrative and technical duties requiring a high degree of efficiency, judgment, advanced training and/or education. Typical duties require a higher level of responsibility within the organization. An Executive Assistant uses initiative and individual judgment to respond to requests/complaints and convey information appropriately, while keeping higher level management fully aware of situation; he/she works independently, contributing to the department's management by performing and/or managing special functions, processes, procedures, and systems. This class requires a high level of confidentiality of verbal and written information and knowledge of detailed department programs and related work that goes beyond established procedures. Grade 13 steps 1-3

EXAMPLE OF DUTIES
Essential Functions are not intended to be an exhaustive list of all responsibilities, duties, and skills. They are intended to be accurate summaries of what the job classification involves and what is required to perform it. Employees are responsible for all other duties as assigned. • Assists in budget preparation, coordination, research, and analysis; maintains budget files, accounts, and ledgers; monitors and tracks department/division budget.• Coordinates special programs or functions related to the assigned department.• Performs complex scheduling, travel arrangements and other administrative tasks.• Composes and prepares correspondence, documents and reports for self and others.• Maintains and updates manuals, financial records, documents, budgets, contracts, accounts, databases, and others.• Establishes and prepares spreadsheets, databases, tables, brochures, and other documents.• May attend committee or other meetings as a department representative or to take minutes of meetings.• May initiate and coordinate the City Council, other Board and Commissions agenda collection processes for the department, this may include producing spreadsheets and calendars for department employees with due dates, compiling the department's memos and supporting documentation ensuring proper formatting, accuracy, and completeness, obtaining the appropriate signature approvals, and providing the agenda items in a timely fashion to the City Clerk prior to study sessions and Council meetings.• May provide full secretarial support to committees, boards, or other groups, including coordination of meetings, minutes and related documents and follow-through on committee assignments.• Makes decisions, interprets policies and procedures, and serves as a representative of the supervisor or department in contact with other employees, officials, and the public.• Compiles data for administrative analysis, prepares reports or summaries of data from complex records and multiple sources.• Analyzes records and data to prepare reports.• Develops new processes and procedures for tasks and assignments.• Creates various information pamphlets, brochures, or other information for internal or external use.• May manage one or more specific processes or projects related to the assigned department.• Performs all work duties and activities in accordance with City policies and procedures.• Works in a safe manner and reports unsafe activity and conditions. Follows City-wide safety policy and practices and adheres to responsibilities concerning safety prevention, reporting, and monitoring. Handbook.